Workflow Template
Pool barrier defect rectification Workflow
Captures pool fence safety defects from an inspection, notifies the customer if the pool is unsafe, quotes and gets approval for rectification work, coordinates the installer's repair and re-test, and keeps the customer informed until the barrier is confirmed rectified.
When an inspector flags a pool barrier defect, customers need to know fast if the pool is unsafe, and offices need a clear trail from quote to repair to re-test. This workflow captures the defect, alerts the customer by email and SMS if the pool is unsafe, gets a rectification quote approved, coordinates the installer's repair and test, and loops back automatically if the barrier fails re-test — right through to a confirmed fix. Office staff and installers run the tasks; the customer is kept informed at every stage without needing an account.
Business Outcomes
- Faster customer notification when a pool barrier is unsafe
- Fewer missed follow-ups on quote approvals with automatic status updates
- Clearer accountability between office quoting and installer rectification
- Reduced back-and-forth by looping failed tests straight back to the installer
- Full visibility of each defect's status and timeline from one record
Workflow Steps
Steps
- 1Create Defect Recordcreate record
Registers the submitted pool barrier defect inspection as a record.
- 2Set Status: Defect Recordedupdate record
Sets the defect status to Defect Recorded.
- 3Route on Severity
Branches based on whether the pool is unsafe or has a minor defect.
severity: "Pool unsafe"→Set Status: UnsafeDefault→Office: Price Rectification - 4Set Status: Unsafeupdate record
Sets the defect status to Unsafe because the pool barrier is not safe.
- 5Email Customer: Pool Unsafesend email
Emails the customer that the pool barrier is not safe and children must be kept away until fixed.
- 6SMS Customer: Pool Unsafesend sms
Texts the customer that the pool barrier is not safe and children must be kept away until fixed.
- 7Office: Price Rectificationcreate task
Assigns the office a task due in 1 day to price the rectification and record the quote amount.
- 8Save Quote Amountupdate record
Saves the office's quote amount to the record and sets status to Quote Sent.
- 9Send Quote for Approvalrequest external input
Emails the customer a form showing the defects, recommended rectification and quote amount, and waits for their Approve or Decline decision.
- 10Route on Quote Decision
Branches based on whether the customer approves or declines the rectification quote.
quote_decision: "Approve"→Installer: Rectify and Test Barrierquote_decision: "Decline"→Set Status: Declined - Customer NotifiedDefault→End - 11Set Status: Declined - Customer Notifiedupdate record
Sets the defect status to Declined - Customer Notified.
- 12Email Customer: Quote Declinedsend email
Emails the customer that the barrier defects remain and should be fixed.
- 13Installer: Rectify and Test Barriercreate task
Assigns the installer a task due in 3 days to perform the rectification and record the work done, photos and gate/barrier test result.
- 14Save Rectification Resultsupdate record
Saves the rectification work, photos and test result to the record.
- 15Route on Test Result
Branches based on whether the gate and barrier test passed or failed.
test_result: "Pass"→Set Status: Rectifiedtest_result: "Fail"→Loop Back to InstallerDefault→End - 16Loop Back to Installerrestart from step
Sends the record back to the installer to redo the rectification after a failed test, up to 2 times.
- 17Set Status: Rectifiedupdate record
Sets the defect status to Rectified after a passed test.
- 18Email Customer: Barrier Rectifiedsend email
Emails the customer that the pool barrier has been fixed and tested.
Fields
- Inspector Name*
- Customer Name*
- Customer Email*
- Customer Mobile*
- Site Address*
- Defects Found*
- +10 more fields
Forms
Pool Barrier Defect Inspection Form
9 fields
Data Views
Pool Barrier Defect Records
customer_name, site_address, severity, quote_amount +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send SMS in the workflow
Twilio
AWS SNSSend email in the workflow
AWS SES
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FAQs
How do I set up this workflow for my team?
Publish the template to your workspace and it's ready to run immediately — no installation or setup project needed. You'll want to assign which team members handle office pricing tasks and which handle installer tasks, since these are the two roles the workflow assigns work to.
Who fills in the request form and what happens next?
The inspector or office submits the request form with the defect details, photos and severity rating. As soon as it's submitted, a record is created and its status is set to Defect Recorded, then the workflow branches based on the severity entered.
What happens if the pool is marked unsafe?
The record status changes to Unsafe, and the customer is immediately emailed and texted that the pool barrier isn't safe and children should be kept away until it's fixed. This happens automatically the moment severity is set to Pool unsafe on the form.
How does the quote approval step work?
After the office prices the rectification and records the quote amount, the customer receives an emailed form showing the defects, recommended work and quote. The workflow waits for their Approve or Decline decision before moving forward, and their comments are saved to the record.
What happens if the customer declines the quote?
The record status is set to Declined - Customer Notified, and the customer is emailed to let them know the barrier defects remain and should still be fixed. The workflow doesn't proceed to installer rectification in this case.
What does the installer need to do?
Once a quote is approved, the installer gets a task due in 3 days to carry out the rectification. They record the work done, upload photos, and log whether the gate and barrier test passed or failed — the workflow waits for this before moving on.
What happens if the barrier fails the re-test?
The record loops back to the installer to redo the rectification, up to two times. This gives the installer a chance to correct the issue before the record can move to a Rectified status.
Can I customise the steps, timings or messages?
Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept so you can review changes. This covers things like task due dates, message wording, or the number of retest loops.
How does the customer stay informed without an account?
The customer receives everything by email and SMS — the unsafe pool alert, the quote approval form, decline notice, and final confirmation once the barrier is rectified. They never need to log in or create an account to take part.
What gets recorded for compliance purposes?
The record keeps a timeline of every status change, task outcome, quote amount, and test result, along with a reference number for tracking. Each business should confirm its own regulatory recording obligations, but this workflow gives you a clear audit trail of what happened and when.
Ready to use this workflow?
Create a free account and customise this workflow for your business.